SECTION – VII

TITLE : REGISTRATION
AUTHORITY : DY. CONTROLLER OF STORES
SCOPE : REGISTRATION OF SUPPLIERS

S.No ACTIVITY Primary Supervisory

Responsi- Responsi-
bility bility
1.0 REGISTRATION

1.1 Documents to be furnished by the firm along with

the application are:-

(a) A copy of the partnership deed (in case of

partnership concern)
(b) A copy of the Certificate of the incorporation
along with the articles of association and
memorandum (in case of Limited Co.,)
A Copy of last 3 years Annual Report
indicating P&L Accounts and balance sheet
(does not require for new firms).
Originated by Page Number 1 of 2

DCOS Revision Number 00

Date 24/02/03 Date 24/02/03

Approved by Effective Date 24/02/03

COS
Date 24/02/03
 S.No ACTIVITY Primary Superviso
Responsi- ry
bility Responsi-
bility

(c) Certificate of registration with the National

Small Industries Corporation if the firm is
SSIU unit (if available).
(d) The manufacturing units are to furnish full
information on technical know-how,
manufacturing facilities, quality assurance
facilities, technical & skilled manpower.
(e) In case of authorized agents/dealer,
necessary agency/dealership certificate
from the principle.
The Purchase order copies executed to Govt.
Department or Private Organisation.
Originated Page Number 2 of 2
by
Revision 00
DCOS Number
Date Date 24/02/03
24/02/03
Approved by Effective Date 24/02/03
COS
Date
24/02/03

NOTE:- Performance Report will e obtained from the other Organisations

where the firms have executed supplies.
 VENDOR MANAGEMENT
TITLE
Section IX Page No. 1 of 1
No.
Revision 00 Effective 24/02/200
No. Date 3

S.No. DESCRIPTION

1.1 With a view to establish reliable source of supply, firms are registered by the Stores
Department as “approved suppliers”.
1.3
Firms are registered for a period of three years and subsequent renewals are for 2
1.8
years thereon.
1.9 Refundable Security Deposit of Rs.5,000/- shall be collected from the firms at the
time of registration.
1.10 Security Deposit is exempted for the firms registered with NSIC on production of
Xerox copy of Valid certificate duly attested by a Gazetted Officer.
The Cost of application for Vendor Registration is Rs.104/-(Rs.100 + 4% VAT) &
Rs.129/-( 100 + 4% VAT + Rs. 25/- Postal Charges) to send by post.
Prepared by: Reviewed by: Approved by:
DCOS DCOS COS
Signed Signed Signed
Date: 24/02/2003 Date: 24/02/2003 Date: 24/02/2003
 CHENNAI PORT TRUST
APPLICATION FOR ENLISTMENT AS VENDOR
IN
STORES DEPARTMENT

CONFIDENTIAL SERIAL No. :

I. a) Name of the firm :

b) Address with Phone No. :

Fax No.
E-mail Address

c) Date of Establishment :

II. a) If a limited concern, give authorized

and issued capital :

b) If a Partnership concern, give

name of all Partners.

c) If a Proprietary concern, give

name of the Proprietor.

d) Name and Address of all Companies,

Firms or Associates of persons in
Which the applicant is substantially
interested. :

III. If you are a Manufacturer, state,

a) Articles manufactured :

b) The Address of your Workshop :

c) No. of men Employed :

d) List of Machineries you have, with

Full particulars like capacity
Type Etc. : Enclose a list separately

e) Whether R & D facilities available,

If so, details may be furnished. :
IV. If you are an accredited Agent/
Distributor / Authorised
Stockist of any Manufacturer,
enclose copies of certificates. : Record the No. of Certificates enclosed

a) Approximate value of stocks :

b) Address of your Godown, if any :

V. Whether after Sales :

Service is maintained
If so, give full
details.

VI. a) If you are in the approved list of any :

Central Govt. Organisation or Public
Sector undertaking, Enclose copies of
Certificates for the items you have been
Registered.

b) Copies of Orders secured from any : Record the no. of Orders

three Organisations during the Enclosed
Last financial year may be enclosed

VII State as to whether Registered with :

N.S.I.C., if so, enclose copy of
Permanent enlistment Certificate
duly attested by a Gazetted Officer.

VIII State your Head Office or Branches, :

With full address

IX a) Give your Banker’s Address :

with reference.
b) Since the payment will be made by
ECS, please furnish the:
1. Name of the Account Holder :

2. Account No.

3. Name & Detailed Address of the Bank:

4. Branch details if any

5. MICR No.
X Enclose Copy of Central Sales Tax and
VAT Registration Certificates duly attested:
By Notary Public

XI a) Permanent Income Tax Account No. :

b) Enclose Current Balance Sheets

Profit & Loss account for last
3 Consecutive years. :

c) If a Non-Assesse, Enclose exemption

Certificate from I.T. Authorities. :

XII State the item/Group of items for which

Registration is required (Refer Annexure,
State No. & Description)

XIII Any other Information

Which you desire to furnish
Regarding Registration, like I.S.I.
License, ISO Certification etc.,

I/We request the Controller of Stores, Chennai Port Trust to enlist my/our
name on the basis of information given above by me/us which is true to the best of
my/our knowledge. I/We also hereby agree to abide by the conditions of Contract
laid down in the Special Limited Tender and any amendment thereto that may be
issued from time to time by the Chennai Port Trust. I/We also hereby agree to
abide by the General Rules of Registration of firms and renewal of firms, a copy of
which sold to us along with the application.
Signature :

Status :

Firm’s Seal :

Date :
 ANNEXURE - 1
CHENNAI PORT TRUST
STORES DEPARTMENT

GENERAL RULES FOR REGISTRATION OF FIRMS

AS APPROVED SUPPLIER

1. (a) Firms should apply in the prescribed form of Application for

registration.
(b) The Application Form can also be downloaded from the Trust
Website. The Cost of Application for Vendor Registration is Rs.104/-
(Rs.100 + 4% VAT) & Rs.129/- (Rs.100 + 4% VAT + Rs. 25 Postal
Charges) to send by post by way of DD drawn in favour of “The
Chairman, Chennai Port Trust, Chennai – 600 001” along with
Application duly filled & signed by the Authorized signatory.

2. Firms will not be registered unless they produce a copy of valid TNGST
& CST Registration Certificates and indicate Income Tax Pan No.

3. (a) All documents as called for in the application should accompany the
application.

(b) In respect of Selection of Trade Group, Please go through the entire list
of Trade Group before selection. Choose Trade Group for which you
can produce distributorship and / or Authorised Dealership Certificate

( c ) If you are a Manufacturer, choose only the Group of items

manufactured by you.

(i) Registration will be done only to the above three categories of

of vendors.

(ii) The Controller of Stores reserves the right to allot the Trade
Group based on the Various Policy decisions of the
Administration.

(d) The Controller of Stores reserves the right to accept or to reject the
Application for registration as deems fit.

4. Firms will have to abide by any Rules and Regulations that were laid
down by the Controller of Stores from the time to time.
5. The Controller of Stores reserves the right to remove the name of any
firm either for a specific period or permanently from the approved list
in the event of any attempt to give illegal gratification to any member
of the Trust’s staff or in the event of the supplies being un-satisfactory
either in quality or delivery or if very little business has resulted from
dealing or if he has repeatedly either lost or damaged Trust’s materials
specially entrusted to their custody e.g. Drawings, specification,
samples etc.

6. For the purpose of Registration, Vendors will be required to deposit

with the Trust’s Financial Adviser & Chief Accounts Officer a sum of
Rs.5000/- in cash or by Demand Draft or by Money Order only when
called for by the Controller of Stores, in due course. No interest will
be allowed on the above deposit. OR in case of manufacturers, on
production of latest valid NSIC certificates, will be exempted from
payment of S.D. amount of Rs.5000/-. The Controller of Stores reserves
the right to adjust any moneys due to the Trust by the Contractor from
such deposits. The deposit should be recouped by the Contractor to the
required minimum within ten days of the receipt of the intimation to
such adjustment.

7. Firms must renew their Registration once in 2 years duly Quoting

Income Tax, Pan Number list of order secured from Chennai Port
Trust during the period from the last renewal and also to produce
latest & valid BIS License, NSIC Certificate, ISO Certificate,
distributors / dealership certificates as applicable.

8. Firms are directed to intimate immediately in case of any change in

address, in a separate letter in duplicate addressed to the Controller of
Stores, Chennai Port Trust, Chennai – 600 001. Specifically endorsing
One copy for attention of ‘Vendor Cell’ and the other for ‘Vendor
Registration’.

Controller of Stores,
Chennai Port Trust.
 ANNEXURE – II

LIST OF TRADE GROUP

10.000 ……… MECHANICAL ITEMS

10.010 Automobile Spares

10.020 Bearings

10.030 Brake & Clutch Linings

10.040 Brake Thrusters

10.050 Chains & Sprockets

10.060 Common Spares for Plant & Machinery:

(1) Oil Seals (2) ‘O’ Rings (3) Radiators
(4) ‘V’ Belts (5) Rubber Bushes.

10.070 Filters

10.080 Flexible Couplings

10.090 Foundry items

10.100 Gauges

10.110 Hardware Items – Fasteners :

(1) Bolts & Nuts (MS/HT/SS/BRASS)
(2) Washers (MS/SS/BRASS/COPPER/CUP)
(3) Springs

10.120 Hydraulic Hoses – High Pressure

10.130 Lifting & Pulling Plant & Materials :

(1) Wire ropes (2) Nylon ropes
(3) Manila Ropes (4) Sisal Ropes
(5) Chain & Pulley Blocks (6) Hydraulic Jacks
(7) Lifting Accessories such as Stud Link Chains,
Shackles & Pins.
 10.140 Metal Processing :
(1) Casting (2) Forgings
(3) Fabrication (4) Gear & Pinions.

10.150 Packing & Jointing Materials

10.160 Raw materials Virgin & Products :

(1) Ferrous (2) Non-Ferrous

10.170 Spares for Plants* (*Indicate Plant Name)

10.180 Tyres, Tubes & Flaps

10.190 Tyres – Solid

10.200 Welding Equipment – Material & Accessories

(1) Transformers (2) Generators
(3) Electrodes (4) Oxygen & Acetylene Gases
(5) Nozzles etc.

11.000 ………. CIVIL ITEMS

11.010 A.C. Sheets & A.C. Products

11.020 Baskets, Brooms, Bamboo Products

11.030 Brushes

11.040 Building Materials & Sanitary-ware

11.050 Canvas Products & Tarpaulins

11.060 Fenders

11.070 Floor Decorative Materials

11.080 Glass, Mirrors, Plywood, Laminated Sheets & Hard

Boards

11.090 Hardware Other than Fasteners :

(1)Hand Tools (2) Cutting Tools

11.100 Paint & Varnish

(1) Steel (2) Wood (3) Wall
 (4) Bituminous (5) Epoxy (6) Ship bottom

11.110 Permanent Way Materials

11.120 Pipe & Pipe Fitting – (MS/GI/CI/Seamless)

(1) Pipe
(2) Pipe Fitting (other than valves)
(3)Valves 100 mm above
(4)Valves 100mm below

11.130 Timber

11.140 Wire & Wire Products

(1) Wire Nails (2) Barbed Wire (3) Chain Links
(4) Weld-mesh (5) Wire-mesh.

12.000 ………. CHEMICAL ITEMS

12.010 Chemical & Chemical Products :

(1) Acids (2) Bleaching Powder (3) Soft Soap
(4) Liquid Soap (5) Soda Ash (6) Phenol

13.000 ………. ELECTRICALS ITEMS

13.010 Air Conditioner, Refrigeration, Water Coolers

(1) Cooling Tower (2) Refrigeration Gas
(3) Spares

13.020 Batteries & Cells

13.030 Battery Chargers

13.040 Cable Conductor, Transmission Materials

(1) Cable I.S.S.694, 1554, 9968 etc.
(2) Telephone Cables (3) Coaxial Cables
(4) Welding Cables (5) Auto Cable.
(6) Conductors Bare.

13.050 Electrical Fittings & Spares

(1) Light fittings (2) Fan & Accs.
(3) Flameproof fitting & Accs.
 13.060 Electrical Machinery & Parts :
(1) Meters (2) Generators (3) Pump Sets
(4) Starters (5) Brushes (6) Brush Holders

13.070 Electrical Measures Instruments

13.080 Electrical Appliance & Spares

(1) Water Heaters (2) Distilled Water Plant

13.090 General Electrical Items :

(1) Wiring Accs. (2) Crimping Socket Tool
(3) Cable Jointing Kit.

13.100 Insulating Material :

(1) Tapes (2) Sleeves (3) Ins. Varnish
(4) Hylum (5) Ebonite (6) Rubber Mats
(7) Paper Lethroid etc.,

13.110 Switching & Allied Items :

(1) MSB, MCCB, ACB, Contactors,
Push Button Starters
(2) ELCB, Switch Fuse, Fuse Switch, HRC
Fuses
(3) Energy Meters (4) Transformer
(Instruments)

14.000 ……… ELECTRONIC ITEMS

14.010 Electronic Equipment & Instruments

(1) Calculators (2) UPS (3) IPS
(4) Voltage Stabilizers.

14.020 Electronic Equipment & Components

for Communication :
(1) Telephones (2) Audio Equipment &
Amplifiers.
15.000 ……… OFFICE EQUIPMENT & FURNITURE

15.010 Clock Wall, Attendance Punching Clock

15.020 Computers & Electronic typewriters

(1) Consumable (2) Printers (3) Spares

15.030 Furniture

16.000 ………. FIRE FIGHTING EQUIPMENT

&CHEMICALS

17.000 ……… UNIFORMS ITEMS

17.010 Cloth, Clothes, Badges, Sarees, Footwear

and Caps.

18.000 ……… FUEL

18.010 Fuel other than Petroleum Products.

18.020 Gases

19.000 ………. INSTRUMENTS – SCIENTIFIC &

MEASUREMENTS

20.000 ………. ORE HANDLING ITEMS

20.010 Conveyor Belts

20.020 Items peculiar to ore handling :
(1) Idlers (2) Rollers Etc.,

21.000 ……… DIESEL LOCO ITEMS

22.000 ……… NAVIGATIONAL ITEMS

23.000 ……… PETROLEUM & ITS PRODUCTS

24.000 ……… PRINTING & STATIONERY

24.010 Printing (Letter Press Printing)

24.020 Printing (Offset)
24.030 Stationery (General)
24.040 Stationery (Eng. Drawing)

25.000 …….. GENERAL ITEMS

25.010 Abrasive
25.020 Adhesives
25.030 Compressor Sprayers
25.040 Crockery, Cutlery,
Kitchen & Table – Wares
25.050 Gas Cylinder Empty
25.060 Handling Contracts
25.070 PVC & Plastic Materials
25.080 Safety Aids
25.090 Rubber Items
25.100 Small Plants :
(1) Weighing machines (2) Cycles
(3) Wheel Barrows (4) Trolleys
(5) Tri-Wheelers
25.110 Wastes :
(1) White Cotton Waste & Co lour
(2) Banian Waste.

*********
 ANNEXURE – III

CHENNAI PORT TRUST (STORES DEPARTMENT)

INSTRUCTIONS AND GUIDELINES

1. In their own interests all time are requested to study very carefully the
Instructions given below. Non-observance of these instructions is likely to result
in suspension of business or even cancellation of registration.

2. Acceptance of quotations and all contracts for the supply of materials are subject
to the instructions which may be issued from time to time by the Port Trust
Administration for the guidance of the Contractors.

3. Contractors may preferably quote on Trust’s quotation forms.

4. Not more than one item should be entered in one quotation form. The description
of the items must be reproduced word by word as given in the Special Limited
Tender.

5. The offers must be kept open for 60 days from the date of opening of the
quotations within which period, the tenderers of the quotations cannot withdraw
their offer, subject to the period being extended by mutual agreement from time to
time any contravention of the above condition will make the tenderers of the
quotation liable for forfeiture of his security deposit.

6. The quotations will be received in the Office of the Controller of Stores, Chennai
Port Trust, Chennai – 600 001, before 2.30 PM on the dates stipulated against
each item.

7. Enquiry No. and due date must invariably be quoted on the quotation form and on
the top of the envelope and also on all correspondence.

8. Quotation must be dropped in the Quotation Box specially provided for the purpose
at the Office of the Controller of Stores, if quotations due on different dates are
enclosed in one envelope they are liable to be passed over.

(a) Telegraphic offers will be treated as defective, invalid and rejected.

only detailed complete offers received prior to closing time and date
of Tender will be taken as valid.

9. Tenderers of quotations must give their full address and the registration numbers
on all quotations submitted by them. Such quotations wherein this information is
not supplies are liable to be passed over.
10. Quotations must be filled in ink or typewritten. No erasures, alterations or
overwriting are permitted on the quotation form.

11. The languages used in filling the quotation forms must be clear and [precise in
English.

12. Price quoted should be strictly in accordance with the units specified in the
enquiry. Rate must be quoted both in figures as well as in words. Failure to do so
is likely to result in offers being passed over.

13. The Prices quoted should be firm till the supplies are completed.

14. Sales tax and other General Taxes or Central Sales Tax or any other taxes, where
leviable must be shown as a separate item. No claim for any tax not stipulated in
the quotation, will be admitted at any stage on any ground whatsoever unless the
same is statutory increase ordered subsequent to the quotation which shall be
supported by documentary evidence.

15. Where material is asked for to a particular specification, tenderers of quotation

must guarantee that the supplies offered will be up to the specification, sample
submitted with quotations are not tested and submission of a sample or quotation
of a brand or make will not absolve the tenderer of the quotation from the
responsibilities arising out of rejection of supplies which when tested prove to be
not up to specification.

When the sample submitted or offer made is not exactly to the required
specification, the offer must be made in the ‘Counter Offer’ column indicating in
what respect the offer differs from the specification failing which it will be
assumed that the offer is exactly to the description and specification as quoted for.

Complete description including reference to specification must be given by the

Tenderer in his quotation in the “Description” Column. Even if he fails to quote
reference to the specification, it will be assumed that the material offered is to
specification, unless it has been already indicated in the ”Counter Offer” column
provided for the purpose that the material offered is not to the specification
required.

Remarks such as “Best Local Make’ etc. will be assumed to indicate Best Local
Make to required specification unless it has been specially mentioned in the
quotation that the material offered is not to specification.
16. Tenderers should not send quotations with remarks, “Similar to that supplied
against Order No. as per sample submitted against Enquiry No.” Such offers are
liable to be passed over.

17. Whenever samples are called for they must be sent so as to reach the Office of the
Controller of Stores by the opening date and time. Failure to do so is liable to
result in offer being passed over. Samples should be supplied without charge and
freight paid and without any obligation on the Trust’s part as regards safe custody.
It is for the suppliers to arrange for the collection of unaccepted samples. Local
firms must collect their un-accepted samples within 15 days after the decision on
the offer is communicated. Thereafter the samples are liable to be disposed off by
the Trust and the firms will have no claims on their samples.

18. No amendments or alterations in the quotation will be allowed after the opening
date. The quotation forms must therefore, be filled in by the Tenderers with due
care.

19. Where delivery is offered F.O.R. Dispatching Station, the quotations must be
inclusive of all Packing Charges for safe transit. Approximate freight charges
should be furnished to appreciate the offer.

20. Firms who have no manufacturing facilities should not quote for items which are
manufactured to drawings or samples. Quotations if submitted by offerers are
liable to be rejected unless it is made clear with proof that they are manufacturers.
For all manufactured items the name of manufacturers and the address of the
workshop where the items will be manufactured must be indicated.

21. (a) Where quotations submitted involve importation, the quotation should be on
F.O.B. basis including Loading Port Charges and indicating C.I.F. value for
which import License is required and also the assessed freight and Indian
charges viz., Customs Duty, Landing Port and other Clearance charges and
Agency Commission clearly and separately. It should be understood that the
Goods in this case will have to be shipped through Government of India
Shipping Co-ordination Committee’s Agents abroad and any other special
conditions applicable in case of importation which are additionally attached
to the Special Limited Tender.

(b) Components/Spares of Imported origin or percentage of Import content of

material should be clearly specified in the Quotation/Tender, as otherwise any
increase on account of de-valuation claimed subsequently will not be
considered.

22. The Controller of Stores does not bind himself to accept the lowest or any
quotations or to assign any reasons for non-acceptance. He reserves himself also
the right to accept any quotation in part or whole.
23. An order placed on the successful tenderer must be promptly acknowledged by
him.

24. All supplies offered for immediate delivery or Ex-stock must be delivered or
dispatched within 4 days of the receipt of the order.

25. The period given for delivery of dispatch shall commence from the date of receipt
of Order by the Contractor together with all necessary information and drawings
to enable the work to be put on hand.

26. All articles supplied by the successful tenderer shall be to the description and
quality and in strict accordance with the specification or approved sample.

27. The maker’s name of the material quoted for supply by the successful tenderer be
indicated in the challan accompanying the supply for all standard products where
maker’s name can be known when materials of more than one make are supplied,
the number and quantity of each make supplied is to be given in the challan where
maker’s name cannot be furnished for reasons that should be stated indicating the
reasons.

28. The raw materials to be used for manufacture of stores to be supplied shall be new
and not used or second hand and to specification required. When called upon, the
firm must produce documentary and relative test certificates to show that the
material used is new and to the specification required.

29. All stores ordered are subject to approval and inspection by the Controller of
Stores any other officer whether of the Trust or of the D.G.S.& D, Inspection
wing authorized by the Controller of Stores and should the articles on inspection
be found not to comply with the requirements or be found in any way damaged or
unsuitable will be rejected and the decision of that Inspection Officer as aforesaid
shall be final.

30. The contractor shall have to pay such fees as the Controller of Stores may require
in connection with analysis or test of material, such payments however will be
enforced only in the event of supplies or any portion of them being found inferior
to specification or stipulated quality.

In case of samples called for in connection with quotation against items for which
specification exists, the testing charges should be borne by the firms irrespective
of whether samples are suitable or not.

31. In the case of any material which has not been inspected at the makers works, the
manufacturer or supplier as the case may be, when required shall supply the
Inspecting Officer with a certificate stating process of manufacture and a test
sheet signed by the manufacturer giving the result of mechanical tests and
chemical analysis applicable to the material purchased. Each test sheet shall
 indicate the number of identification marks of the casts or mixes to which it
applies corresponding with the number to be found in the forgings, castings,
brooms, bars, ingots, paint drums etc.

32. All rejected articles must be removed by the firms at their own cost within 7 days
from the date of the Rejection Notice. Such Rejected Stores shall lie at the
Contractor’s risk, from the date of rejection. If the rejected supply is not removed
within the specified time, the Controller of Stores shall have the right to dispose
off such stores as he thinks fit at the Contractor’s risk and on his account. In the
case of stores dispatched by Rail and rejected at destination, the material will be
looked freight “To Pay” without any further reference to the firm if no intimation
of disposal instructions is received within 14 days from the date of rejection
notice and clearance and packing charges as fixed by the Controller of Stores will
be recovered from any monies due to the contractor.

33. No quantity in excess of that ordered should normally be supplied and should any
such excess be supplied, it is liable to be returned to the supplier at his risk and
cost and the freight thereon in both directions, will be recovered from him at the
Public Tariff Rate.

34. Should the rejected articles be returned to the supplier or consigned at his request
to any other station both inward and outward, freight thereon will be calculated at
Public Tariff Rate, should the rejected material be taken over by a Local Agent on
behalf of the supplier and should the said articles have been originally booked by
the supplier freight “To Pay” the proportionate inward freight on rejected material
will be recovered from the Vendor at Public Tariff Rate and any other expenditure
incurred in that connection will be recovered from any monies due to the
contractor.

35. In case of dispatches made on F.O.R. Madras Harbour Station basis and if the
consignment does not arrive within 14 days, the bill will be returned. In all other
cases where material is dispatched by rail, firm must send the Railway receipt to
the consignee together with relative challan and bill in duplicate duly revenue
stamped and pre-receipted under a covering letter giving full dispatch particulars.
A copy of this letter must be endorsed to the Controller of Stores.

36. In the event of the supplier causing any loss to the Trust through fraud negligence
or any other section (direct or contributory) or fail to pay on demand to the Trust
any money which he may be required under or by virtue of the condition of
contract or by law, the Trust shall be at liberty to appropriate to the payment of
such moneys either in whole or part thereof, as may be necessary to satisfy the
Trust’s claims of any deposit made by the supplier against that contract and if the
deposit amount be insufficient to pay then whole such moneys due to the Trust to
cover the balance by deduction from any sum due or which may thereafter
become due to the Trust under that contract or any other contract.
37. The Purchase order will be sent to the firm by ordinary post under postal
Certificate or by hand delivery. If later on, it is pleaded that the order was not
received by the firm, such a plea will not absolve the firm from the contractual
obligation. In such an eventually however a copy of the order will be sent to the
firm for compliance. In their own interest, the firms are requested to acknowledge
the receipt of the order.

38. Special attention of tenderer drawn to the contractual obligation in respect of the
delivery time:-

Definition of date of delivery is detailed below for the guidance of tenderers:-

The delivery date in respect of the contracts placed by the Trust shall be deemed
to be as follows depending upon the type of delivery specified.

(a) Where the inspector and the authority nominated for the purpose for taking
delivery of the goods is the same, the date of delivery will be the date on
which goods are tendered for inspection provided always that they are
found acceptable to the inspector-Cum-Consignee.

(b) In case of delivery F.O.R. Station of Dispatch the date of

RR/PWB/LWB is the date of delivery.

(c) In case where the delivery is F.O.R. Destination, the date of arrival of the
goods at the destination station is the date of delivery.

(d) In case of local delivery, the date on which the delivery is actually
effected to the consignee is the date of delivery. As the date of delivery is
the essence of the contract the tenderers are advised to note the above very
carefully and ensure they satisfy the delivery conditions with full
knowledge of the implications of the delivery period quoted by them in
terms of the above.

39. Although the time within which delivery is required is invariably indicated in the
Special Limited Tenders, the delivery period furnished by the firm in their
quotation are accepted and indicated in the orders placed in good faith that
supplies will be received within the delivery period. But it is observed that most
of the suppliers do not stick to the delivery period indicated by them. Firms
should be careful in furnishing the delivery period in their quotations and should
stick to it failing which action as deemed necessary will be taken as per terms of
contract.
 WARRANTY

40. All items of Plant and Machinery and such other items of stores where defects
come to notice only after it has been put to actual use are subject to the following
warranty clause :

(i) Sellers/Contractor shall warrant that everything to be furnished hereunder

shall be free from all defects and faults in material, workmanship and
manufacture and shall be of the highest grade and constant with the
established and generally accepted standards for material of the type ordered
and in full conformity with the contract specifications, drawings or samples, if
any and shall if operated properly.

(ii) This Warranty shall survive inspection or payment for and acceptance of the
goods, but shall expire fifteen months after their delivery at ultimate
destination in India or twelve months from the date of placing in service at
ultimate destination in India, whichever shall be earlier except in respect of
complaints/defects and/or claims notified to the Seller/Contractor within three
months of such date. Any approval or acceptance by the Buyer of the Stores or
of the material incorporated herein shall not in any way limit the
sellers/Contractor’s liability.

(iii) The Sellers/Contractor’s liability in this respect of any complaints, defects

and/or claims shall be limited to the furnishing and installation or replacement
parts free of any charge or the repair of defective parts only to the extent that
such replacements or repairs are attributable to/or arise from faulty
workmanship or material or design in the manufacture of the stores provided
defects are brought to the notice of sellers/contractors within three months of
their being first discovered during the guarantee period of three months from
the date of expiry of warrantee period or at the option of the Buyer to the
payment of the value, expenditure damage as hereafter mentioned.

(iv) The Sellers/Contractors shall ‘if required” replace or repair the goods or such
portion thereof as rejected by the Buyer, free of cost at the ultimate destination
or at the option of the Buyer, then Sellers/Contractors shall pay to the Buyer,
value thereof at the contract price and such other expenditure and damages as
may arise by reason on the breach of conditions herein specified.
 (v) All replacements and repairs that the Buyers shall call upon the
Sellers/Contractor to deliver or perform under this warranty shall be
delivered and performed by the Sellers/contractor within three months
(Promptly and satisfactorily). If the Sellers/Contractor so ‘desire/desires’
the replaced parts can be taken over by their/him or their/his
representative in India for disposal as they/he deem/deems fit within a
period of three months from the date of replacement of goods/parts; At
the expire of this period no claim whatsoever shall be on the buyer.

(vi) The warranty therein contained shall not apply to any material which
shall have been required or altered by the Buyer or on his behalf in any
way without the consent of the Sellers/Contractor so as to effect its
strength/performance or reliability or to any defect to any part due to
misuse, negligence or accident.

(vii) The decision of the Controller of Stores (Buyer) in regard to

Seller’s/Contractor’s liability and the amount, if any, payable under this
warranty shall be final and conclusive.

ARBITRATION

41. In the event of any question of dispute arising under these conditions or in
connection with the contract (except as to any matters the Principle for decision of
which is specifically provided for in these conditions) the matter in dispute shall
be referred to two arbitrators. One to be nominated by the Chairman, Chennai
Port Trust and one to be nominated by the Contractor or in the case of said
arbitrators not agreeing, then to an umpire to be appointed by the arbitrators, in
writing before proceeding on the reference and the decision of the arbitrators, or
in the event of their not agreeing the decision of the said umpire shall be final and
conclusive under the provisions of the Indian Arbitration Act 1940 and the rules
there under, and any statutory modification thereof shall be deemed to apply to
and be incorporated in the contract.

Controller of Stores,
Chennai Port Trust.